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Student Retention & Success Tools at HCT
 

Student Retention & Success Tools at HCT

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    Student Retention & Success Tools at HCT Student Retention & Success Tools at HCT Presentation Transcript

    • Student
      Retention &
      Success
      Tools @ HCT
    • Highlights of HCT
      Started in 1988 with 239 students and four campuses
      Today:
      Enrollment: 20000+
      Colleges: 17
      Graduates: 35K
      Programs offered: 80+
      Academic Divisions: 7
      3-4K students graduate every year
      2
    • HCT & SunGard HE
      First institution in entire Middle East to go live with Banner 7.x (November 2005)
      First institution in UAE to go live with Banner Advancement (February 2008)
      2nd December 2008: Third University in the world and 1st outside USA to go live with the latest release of Banner 8.1
      One of the founding Institutions of the Community Source Initiative in partnership with SunGard Higher Education
      December 2010: First University in Middle East to Implement Banner Flexible Registration
      3
    • HCT Presence in UAE
      (2)
      (2)
      (2)
      (3)
      (2)
      (2)
      4
    • Central Support Structure
      5
      5
    • HCT Information Systems
      6
    • HCT Information Systems
      In this presentation we will discuss three of many tools which are used for student retention and success:
      At-Risk System
      Counselor Services
      Attendance Management and Search/Save
      7
    • HCT At-Risk System
    • At Risk System
      At Risk is an important application that helps the colleges in proactively identifying At Risk students and working on the success of such At Risk students through early intervention.
      A student can be assigned as At Risk in multiple courses against multiple categories.
      At Risk assignment can be done by the teacher or can also be set to assign automatically by the system based on some rules set in the settings.
      9
    • At Risk System Phases
      10
    • At Risk System - Process
      11
    • At Risk System - Process
      The Mentor puts his plan of action and comments in the system
      x days before the due date (x is set by college portal administrator), Mentor receives an auto email to remind him to enter his comments in the system. Mentor will continue to receive the alerts nightly until his puts his final comments
      y days before the due date (y is set by college portal administrator), Mentor receives an auto email to remind him to enter his comments in the system. Mentor will continue to receive the alerts nightly until his puts his final comments
      The supervisor can decide to mark the At Risk status as complete or not completed. He may decide to extend the deadline for due date as well as change the mentor.
      12
    • At Risk Settings
      13
    • Auto At Risk Identification Settings
      Administrator can decide whether the college wants to generate At Risk Students automatically or not.
      With Use Auto At Risk Assign Feature checked, the administrator can decide the criteria on which At Risk tag is assigned to the student.
      14
    • Auto At Risk Assignment
      15
    • At Risk Emails
      Colleges can set when they want to start sending the reminder emails to mentors and supervisors. The emails are sent to Mentors before the due date and reminder emails are sent to supervisors after the due date.
      Generally the emails for At Risk are send to student, teacher, mentor, course/section supervisor, etc. College can add other recipients for At Risk email as well here.
      16
    • At Risk States
      Submitted
      Accepted
      Rejected
      Completed
      Not Completed
      Withdrawn
      17
    • At Risk System
      18
    • HCT Counselor Services
    • COUNSELOR SERVICES
      A service called Counselor Services is available through Share Point Portal, which helps Counselors, Doctors and Nurses to:
      Search Students
      Enter Counseling Notes
      Enter Medical Staff Notes
      Enter Meeting
      Enter Special Needs and Special Need Notes
      20
    • COUNSELOR SERVICES
      Counselor Services Window in Share Point Portal is like:
      Share point Portal is integrated with Active Directory and Counselors don’t have to enter even any user name or password to login to share point portal.
      User Guide in Flash and PDF version
      21
    • COUNSELOR SERVICES
      Search Students: This link allows searching for a student or a set of students based on the search criteria applied by counselor and view their details.
      22
    • COUNSELOR SERVICES
      After applying all the search criteria and submitting, counselors can view student list or one student with ID , Name , DOB and a link to View Details.
      A red flag (exclamation mark) is used to differentiate a special need student marked by Counselors from others in the list.
      23
    • COUNSELOR SERVICES
      In the View Details screen, it will ask the counselors to Select the Note Type:
       
      They can check All Notes if they want to view all available notes for that student.
      They can check Special Needs Notes if they want to view only Special Needs Notes for that student.
      They can check Medical Staff Notes if they want to view only Medical Staff Notes for that student
      They can check Counselor Notes if they want to view only Counselor Notes for that student
      Also there are other details which will be displayed on checking those like:
      Special Needs Information
      At Risk Information
      Attendance Information
      24
    • COUNSELOR SERVICES
      Clicking on View Details link will prompt user for what kind of information to be shown:
      25
    • COUNSELOR SERVICES
      When Counselors check ‘All Notes’ option, it will show them details like:
      Student details (Program, GPA etc)
      Test Details
      Notetypes and notes available
      Meeting Details if any
      Student’s Special Needs Information
      Hold Details if any
      Attendance Warnings if any.
      Counselors can access the following links also from the same screen:
      View Transcript: displays the transcript of the specified student
      View Student Schedule: displays the current schedule of the specified student
      Print friendly Schedule : printable version of student schedule
      Enter Notes: can enter notes for the specified student
      Enter Meeting: can enter meeting for the specified student
      Enter Special Needs: can enter special needs for the specified student
      26
    • COUNSELOR SERVICES
      27
    • Counselor Services
      28
    • COUNSELOR SERVICES
      Enter Counselor Notes: Counselors can use this option to enter Counselor Notes.
      Counselors can Upload Documents which support the notes that they are entering for the student.
      It will show already Uploaded Documents and also has an option to Upload Related Documents to upload the supporting documents.
      29
    • COUNSELOR SERVICES
      30
    • Security Requirements
      Counselor Notes– Only Counselors can enter this type of note.
      They can either keep the notes confidential or can share the notes with :
      Campus Counselors
      Campus Medical Staff
      Clinical Supervisor/Lead Counselor
      Management
      31
    • Counselor Services
      Enter Medical Staff Notes: Campus doctors and nurses can use this facility to add their medical notes for the student.
      They can either keep the notes confidential or can share it with medical staff in the campus or with the counselors of the student’s campus.
      32
    • COUNSELOR SERVICES
      Enter Meeting: This option gives the counselors and medical staff flexibility to arrange meetings with the special need students and the teachers teaching those students.
      33
    • COUNSELOR SERVICES
      Enter Special Needs/Special need Notes: This is the most used feature by the Counselors. They enter the special need that the student is having (after going through the doctors certificates and clinical reports) and also the medical category associated with it and the service types to be offered for this student to help him/her with this special need.
      34
    • HCT Attendance Management and Search & Save Applications
    • Attendance Management
      HCT has built in house central attendance management system which is used by HCT college teachers to track attendance and attendance warnings for the students.
      System auto submits attendance after a set no. of days as the default attendance type set.
      Option include Present, Absent, Late, Late Absent, Documented Absence and Excused Present students.
      36
    • Attendance Management
      A pop up is set for teachers as a reminder to enter attendance for the periods they have not marked attendance
      A pop up for students to notify and acknowledge their absence % is also set when they log into portal.
      Attendance related Email alerts for students, teachers, advisors, section supervisors, course supervisors are available.
      37
    • Attendance Entry Screen for Teachers
      Attendance entry screen view can be changed from “Periods view” to “Students view”
      38
    • Attendance Entry Screen for Teachers
      Warning %, flags and entry details are displayed on the screen based on Show Warning Flags and Show Entry Details checkbox.
      39
    • Attendance Choices
      Green items (P and EP): Means that the periods are counted as present in absent calculation.
      Orange item (L): Means that the 3 L periods are counted as 1 absent in absent calculation.
      Dark Orange item (LA): Means that the LA periods are counted as absent in absent calculation.
      Red Items (DA and A): Means that the periods are counted as absent in absent calculation
      40
    • Attendance Entry By Supervisors
      Supervisors can enter/edit attendance by using 4 options:
      • By Faculty
      • By Course
      • By Section
      • By Student
      By Faculty, By Course, By Section, By Student options for supervisor.
      41
    • Comments Entry
      Teachers can enter attendance, faculty and behavioral comments.
      Supervisors can enter attendance, supervisor comments, warning comments, interview comments, documented absence comments and excused present comments.
      Teachers has the option to enter comments by Course.
      Supervisors has the option to enter comments by section and student
      Batch entry of comments is also available
      On entry of comments, based on settings, an email alert will go to the student with the entered comment.
      Teachers and supervisors can set the visible to audience while entering the comments.
      42
    • Comments Entry by Teachers
      Comments Entry screen for teachers show all students registered in that course.
      Clicking on any student opens the screen to view/enter comments
      43
    • Comments Entry by Teachers
      44
    • Comments Entry by Supervisors
      Supervisors can enter comments by section or by searching for a student.
      45
    • Batch Comments Entry
      Supervisors can search for a section and can enter batch comments to all students in that section
      46
    • Batch Comments Entry
      47
    • Search and Save
      48
    • 49
    • 50
    • Search and Save
      51
    • 52
    • 53
    • Thank You!
      Khalid Tariq
      Head of Enterprise Systems
      ktariq@hct.ac.ae
      Sabeena K M
      Enterprise Systems Coordinator
      skm@hct.ac.ae
      Sapna Kalidas
      Enterprise Systems Coordinator
      skalidas@hct.ac.ae
      Come visit us at www.hct.ac.ae
      54